Facilities Coordinator

Hebrew Rehabilitation Center•Revere, MA

16d

About The Position

Position Summary: The Facilities Coordinator is responsible for administrative operations of the department of facilities. This individual must be able to exercise independent judgment, execute tasks to ensure optimal daily operational function, independently investigate, communicate, and resolve operational issues, create and execute operational procedures, anticipate needs, and demonstrate initiative in assisting the Director of Facilities with clerical, project management, and other administrative responsibilities. The Facilities Coordinator will be a self starter and will use reason, knowledge, and wisdom in prioritizing and performing multiple tasks.

Requirements

Associates Degree or equivalent amount of commensurate experience.
Computer proficiency (i.e. ability to use Yardi, Workday, MS Office).
Exceptional organization, customer service, teamwork, communication and interpersonal skills are required.
Ability to manage multiple tasks simultaneously, handle difficult situations and demonstrate flexibility.
Ability to promote good relations in-house and with outside vendors required
Demonstrate flexibility, adjusting behavior, style or schedule as circumstances change
Understanding of local, state, federal codes

Nice To Haves

Five years of Administrative and Project Management experience a plus.
Ability to read and understand construction documents and drawings (preferred)
Familiarity with HUD, MassHousing Inspections (specifically NSPIRE) is preferred

Responsibilities

Create and execute facilities operating procedures and serve as liaison with both staff and residents regarding issues related to facilities operations.
Serve as an integral part of Facilities team with:
Recordkeeping
Ensure that work orders are kept up to date and documented properly in Yardi
Assist with inventory of department supplies.
Assist Facilities Director with documentation related to all activities of the department
Transitioning Apartments
Empty apartments
Support process of renovation work
Ensure that apartment is in move in condition
Move in process
Facilitate a move in visit or appointment and work with Property Management team to schedule move in date
Support resident day of move in
Coordinate work requests for residents
Invoices
Coordinate the coding of invoices on a weekly basis
Create purchase orders with regards to inventory, assignments and account tracing
Inspections
Coordinate and document annual apartment inspections
Assist with preparation for NSPIRE inspections
Organize and manage mandatory outside inspections
Maintain all licenses, permits and PM inspections in accordance with Federal, state and local requirements.
Coordinate project schedules and communication with team.
Perform minor repairs as directed such as installing sheet rock, painting, plumbing and electrical tasks.
Facilitate coordination between Jack Satter House team and outside vendors, contractors, and consultants, as appropriate.
Exercise independent judgment to ensure optimal daily operational function.
Use reason, knowledge and wisdom in prioritizing and performing multiple tasks.
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
Maintain proper department coverage.
Be available for on-call coverage during emergencies, snow or other weather events.
Coordinate and schedule facilities training, including in-service education.
Handle special projects and research as requested.
Develop and maintain positive relationships and communication with department, Satter, and HSL’s staff.
Perform wellness checks on residents when appropriate
Perform other related duties as required or directed.
Commit to the organization’s core values of respect, dignity and empowerment.
Able to form trusting relationships with residents, families, and team members.
Work collaboratively with colleagues, both within and outside the HSL continuum.
Listen attentively; speak respectfully; promote an “emotional” connection.
Have a “can-do” service mentality.
Ability to work well with older adults.
Accept responsibility for all tasks assigned.